November 5, 2008November 5, 2008

7:00 PM7:00 PM

Annual Annual Homeowner’sHomeowner’s

Association Association MeetingMeeting

Meeting PurposeMeeting Purpose

Communicate highlights and achievementsCommunicate highlights and achievements

Review how the 2008 budget was spentReview how the 2008 budget was spent

Adopt 2009 budgetAdopt 2009 budget

Nominate & elect new board membersNominate & elect new board members

Discuss community concerns: Discuss community concerns: Two way input, Q & A, homeowner commentsTwo way input, Q & A, homeowner comments

AGENDAAGENDA

7:00 to 7:157:00 to 7:15 Greeting & Call Meeting to OrderGreeting & Call Meeting to Order IntroductionsIntroductions Accept 2007 Annual Meeting MinutesAccept 2007 Annual Meeting Minutes

7:15 to 8:107:15 to 8:10 PresentationsPresentations Highlights/Achievements in 2008 Highlights/Achievements in 2008 Budget 2008 - Plan vs. ActualBudget 2008 - Plan vs. Actual Proposed Budget 2009Proposed Budget 2009

8:10 to 8:458:10 to 8:45 Homeowner Input & QuestionsHomeowner Input & Questions Received via Mail & E-MailReceived via Mail & E-Mail Offered by Homeowners in AttendanceOffered by Homeowners in Attendance

8:45 to 9:008:45 to 9:00 Nominate & Elect New Board MembersNominate & Elect New Board Members

9:009:00 Adjourn & Refreshments Adjourn & Refreshments

BOARD MEMBERS 2008BOARD MEMBERS 2008

PresidentPresident Rob ThompsonRob Thompson

Vice PresidentVice President Walter MillsWalter Mills

TreasurerTreasurer Jeff OlmsteadJeff Olmstead

SecretarySecretary Laurrie SostmanLaurrie Sostman

Assistant Assistant Patrick DeLorenzo Patrick DeLorenzo

SecretarySecretary

What did the Board wantWhat did the Board want to accomplish this year? to accomplish this year?

Goals:Goals:

Conduct all actions within the approved ’08 Conduct all actions within the approved ’08 budgetbudget

Improve communications with homeownersImprove communications with homeowners

Reduce the amounts outstanding from overdue Reduce the amounts outstanding from overdue accountsaccounts

Foster a better sense of communityFoster a better sense of community

Did we achieve it?Did we achieve it?

Achievements & HighlightsAchievements & Highlights

AchievementsAchievements

Financial ManagementFinancial Management

Balanced BudgetBalanced Budget

Funded Reserve AccountsFunded Reserve Accounts

Reduced Number of Delinquent FeesReduced Number of Delinquent Fees

Reduced Accountant CostsReduced Accountant Costs

HighlightsHighlights

1)1) Retained a collection agency for chronic late payments; success in two Retained a collection agency for chronic late payments; success in two casescases

2)2) Moved billing and accounting to Quickbooks, saved $400 on tax prepMoved billing and accounting to Quickbooks, saved $400 on tax prep

3)3) Reduced amounts outstanding from late homeowner accountsReduced amounts outstanding from late homeowner accounts

AchievementsAchievements

Vendor ManagementVendor Management

All vendors are meeting requirements. We All vendors are meeting requirements. We contract with:contract with:

Dynamic Landscaping (Lawn Mowing & Snow Plowing)Dynamic Landscaping (Lawn Mowing & Snow Plowing)

Central CT Lawn Service (Lawn Fertilization)Central CT Lawn Service (Lawn Fertilization)

Green Machine (Irrigation Systems)Green Machine (Irrigation Systems)

Bartlett Tree Service (Tree Maintenance)Bartlett Tree Service (Tree Maintenance)

Wethersfield Sweeping ServicesWethersfield Sweeping ServicesHighlightsHighlights

1)1) Irrigation controllers were replaced or repaired on Spice Bush and Quail Irrigation controllers were replaced or repaired on Spice Bush and Quail RunRun

2)2) New trees are in better health due to Bartlett care (and lots of rain this New trees are in better health due to Bartlett care (and lots of rain this year!)year!)

3)3) Each vendor works with one Board member liaisonEach vendor works with one Board member liaison

4)4) Catch basins on 3 streets will be cleaned by year endCatch basins on 3 streets will be cleaned by year end

AchievementsAchievements

CommunicationsCommunications

Totally new design for Sinnott Farm web siteTotally new design for Sinnott Farm web site

New web hosting serviceNew web hosting service

HighlightsHighlights

1)1) New web host saves $140 annuallyNew web host saves $140 annually

2)2) Monitoring and maintenance are now Board member responsibilityMonitoring and maintenance are now Board member responsibility

3)3) Section for realtors improved, Community FAQs addedSection for realtors improved, Community FAQs added

Visit www.sinnottfarm.comVisit www.sinnottfarm.com

E-mail Sinnottmail@gmail.comE-mail Sinnottmail@gmail.com

Other HighlightsOther Highlights Welcoming Committee –Welcoming Committee –

Susan True and Thriaya Wagner continue to visit and Susan True and Thriaya Wagner continue to visit and welcome new neighborswelcome new neighbors

Covenant Committee –Covenant Committee – Reviewed and approved homeowner improvement Reviewed and approved homeowner improvement projectsprojects

Tag Sales –Tag Sales – Spring sale was small, but successfulSpring sale was small, but successful

Community Event –Community Event – The first Sinnott Farm communityThe first Sinnott Farm community picnic get together was heldpicnic get together was held June 26 at the free concert on the June 26 at the free concert on the Bloomfield Town GreenBloomfield Town Green

Beautification –Beautification – Volunteers planted flowers at entrancesVolunteers planted flowers at entrances

- thank you to Edie Thompson, Laurel Mills and a - thank you to Edie Thompson, Laurel Mills and a volunteer who planted mums on Spice Bush and Quail volunteer who planted mums on Spice Bush and Quail RunRun

Budget ReviewBudget Review

2008 Plan vs. Actual2008 Plan vs. ActualCategory Budget Projection Variance

Administration 3,750 3,750 0

Snow Plowing 12,075 12,075 0

Lawn Mowing 14,310 14,310 0

Fertilization & Weeds 2,000 1,887 (113)

Tree Services 2,325 2,332 7

Beautification (mulch, plantings)

2,000 700 (1,300)

Insurance 1,850 1,500 (350)

Legal 1,000 950 (50)

Utilities 6,700 7,597 897

Infrastructure 3,000 2,290 (710)

Reserve Fund 4,500 4,500 0

Capital Fund 4,800 4,800 0

Unplanned (Tree services

0 1,495 1,495

Total Budget 58,310 58,185 (124)

Maintenance fees = $215 QTR per Home

2009 Budget Proposal2009 Budget ProposalCategory Budget

Administration 3,750

Snow Plowing 12,675

Lawn Mowing 14,310

Fertilization & Weed Control 2,000

Landscaping Tree Services 4,500 Plantings 500 Mulch 1,000

6,000

Insurance D&O 800 Casualty 850

1,650

Legal 1,500

UtilitiesWater 2,500Electric 2,400Irrigation 1,350

6,250

Infrastructure Maintenance 0

Reserve Fund 4,000

Capital Fund 4,200

Total $56,335= $213 per quarter, per homeRecommend retaining $215 per

quarter

Current Account BalancesCurrent Account Balances

Checking AccountChecking Account $7,678.85 $7,678.85

Reserve FundReserve Fund $10,615.29 $10,615.29

Capital Expenditure FundCapital Expenditure Fund $11,566.42$11,566.42

Total Liquid AssetsTotal Liquid Assets $ 29,860.56$ 29,860.56

Reserve FundReserve Fund - - dollars reserved for dollars reserved for unplannedunplanned projects (i.e., emergency projects (i.e., emergency situations)situations)

Capital Expenditure Fund-Capital Expenditure Fund- dollars dollars accumulated for accumulated for plannedplanned future projects future projects (i.e., road repaving) (i.e., road repaving)

Fund DefinitionsFund Definitions

Outstanding Maintenance FeesOutstanding Maintenance Fees (For more than one quarter including acceleration and

penalties)

Date# of

homeownersAmount

January, 2008 4 $4,705

November, 2008 2 $3,650

Improvement Year to Date $1,055

23% Reduction

Homeowner Input & QuestionsHomeowner Input & Questions

There are 2 Board Positions Open for ElectionThere are 2 Board Positions Open for Election

Nomination & ElectionNomination & Election

Adjourn & RefreshmentsAdjourn & Refreshments

Thank You for Attending Thank You for Attending

Have a Good Night!Have a Good Night!